Purpose of the Job
Responsible for the full administrative functions of the team and dealing with queries from internal and external clients
Key Performance Areas
- Facilities Administrator Duties and Responsibilities
- Process and manage invoices, including follow-ups on outstanding invoices aligned with open purchase orders on Fraxion.
- Update monthly capital expenditure (Capex) projections on MRI.
- Support Project Coordinators by maintaining the tenant installation database and tracking key project documentation (Tenant Life Cycle, compliance, and handover packs).
- Assist Project Coordinators in ensuring project compliance with building regulations, the OHS Act, and fire safety requirements.
- Review and facilitate the authorization process for tenant installation creditor accounts (FCC Report).
- Follow up on outstanding documentation.
- Assist with the maintenance and updating of the CAD database and the electronic document library.
- Compile all contractor documentation required for vendor approval through procurement.
- Assist the team with tenant communication regarding service disruptions and general updates, as needed.
- Support Building Managers by loading maintenance records and logging repair, service, or incident requests per building via the My Buildings system.
- Manage maintenance reporting by generating daily, weekly, and monthly summaries of logged calls and tracking client feedback.
- Support Building Managers by uploading relevant certificates, service reports, and scheduling details for upcoming maintenance services (e.g., HVAC, fire equipment, security, new tenants, and contractors).
- Review Capex and Facilities reports to ensure accuracy for management reporting packs.
- Conduct self-performance reviews and attend bi-annual reviews
- Attend SLA meetings and take minutes
- Assist with compilation of building inspection repairs with building manager
- Liaise with property staff
